Administrative Assistant 3

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Job Title:
Administrative Assistant 3

Department:
Medicine | Surgery Critical Care Trauma and Burn

Office Admin Associate to function as an Administrative Coordinator within the Division of Trauma, Critical Care, & Burn and as a Training Coordinator for administrative staff within multiple surgical divisions in the Department of Surgery; performs a variety of administrative and secretarial tasks to assigned faculty, administrators, and programs in support of patient care, academic, and research missions; coordinates and maintains appointment calendars; schedules and coordinates meetings, conferences, educational programs, and special events including logistics; detects and resolves day to day issues; conveys directives and instructions; researches, gathers, and summarizes information and data to aid research program leaders in decision-making; independently composes correspondence and finalizes draft copies of correspondence; makes national and international travel and lodging arrangements; collects receipts, prepares requests for, and tracks reimbursement of expenses; drafts and prepares correspondence; prepares reports, tables, and slides for presentations; assists with preparation of grant applications, manuscripts, and research reports; assists faculty with preparation of credentialing and promotion & tenure documents; updates CV (curriculum vitae) and tracks CME (Continuing Medical Education) documentation; answers phones and inquiries; serves as liaison for faculty, staff, investigators, administration, and external customers and organizations; opens, screens and distributes mail; establishes and maintains files; performs other duties as assigned; assists with recruitment of faculty; provides office support services related to scheduling, IHIS; coordinating and facilitating patient care; serves as back-up secretary for other physician offices as needed; performs a variety of administrative tasks related to onboarding and training of administrative staff hires in our surgical divisions related to IHIS, Workday, Outlook and other systems training as needed; works in conjunction with division administrative managers to develop onboarding and follow up plans and documents for new staff; holds individualized training sessions with new staff and performs new employee training; develops and maintains procedural training and educational materials; works in conjunction with department administrator to develop and maintain employee policies and procedures; maintains new staff SharePoint site; serves as a liaison for new employees to the department.

MINIMUM REQUIRED QUALIFICATIONS
High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 2 years of relevant experience required. 4-6 years of relevant experience preferred.

Additional Information:

Location:
Twelfth Ave, 395 W (0356)

Position Type:
Regular

Scheduled Hours:
40

Shift:
First Shift

Final candidates are subject to successful completion of a background check.  A drug screen or physical may be required during the post offer process.

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